Program Room & Rentable Spaces Policy

Policy Purpose

The Library’s physical spaces, including program rooms, are community assets that exist to support HPL’s mission and strategic priorities. The purpose of the policy is to promote the Library’s objective of providing equitable access to services and maintaining a welcoming and supportive environment that is consistent with HPL values of respect, inclusiveness and intellectual freedom.

Key Points Summary

The first priority for use of meeting rooms and spaces is to support library programs and services

Rules around the use of program rooms and meeting spaces by library partners exist to ensure equal access between partners and to manage resources

This policy governs both free use and rental of library spaces and rooms

Definitions

Library Managed – An event or program that is offered by HPL staff or is offered by a partner on behalf of HPL. Library Managed events are promoted by HPL on appropriate channels.

Library Partner – A community group or organization whose mission aligns with HPL’s and is listed as active in the “Partnership List”. Generally, HPL partners with not for profit organizations, educational institutions and governmental entities. HPL also partners with for profit organizations in special circumstances. See Partnership Policy[2] for more information on tiers of partnerships.

Program Room – A room at the Library that is mainly used for programs and meetings.

Meeting Space – A part of a library building that can be used to hold special events (i.e. Central Living Room, 4th Floor Zones)

Policy Details

The Library’s spaces are community assets that are utilized to advance HPL’s mission and strategic priorities. The following is the order of priority for use of the program rooms and meeting spaces:

Library managed programs, events and services

Library Partners/City Councillors meetings or special events

Paid room or space rentals

Free Bookings

There is no charge for the use of a library space when the purpose of the use is to provide a Library Managed program or service. Some meeting rooms and spaces are also made available to Library Partners for free, as follows:

Library Partners: Library partners are eligible for some free bookings based on their partnership Tier as defined by the Partnership Policy.

City Councillors: City of Hamilton Councillors are eligible for two (2) free bookings per month at the Library branch in their Ward for public meetings or groups in which the Councillor is a member and a regular attendee.

Conditions of Room and Meeting Space Use

The following rules and conditions apply:

Equipment: Availability of equipment is specific to the room or space and on a case by case basis. Arrangements for equipment should be made in advance.

Restore Room/ Space Condition: Program rooms and Meeting spaces have standard set-ups that are posted in the rooms/ space. Groups are expected to restore rooms and spaces to the standard set-up and leave them clean and in good order. Special set-up is normally restricted to paid rentals and must be agreed to in advance subject to the Library’s ability to accommodate the request.

Public Performance Rights: Viewing of films must have appropriate Public Performance Rights in place. Films may be shown if a license has been purchased by the organizer from a rights holder such as Audio Cine Film or Criterion Pictures. Proof of the purchased film licence must be provided in advance of the booking.

Non-endorsement by HPL: The use of library space by a group or organization does not constitute the Library Board’s endorsement of the group’s policies or beliefs, any particular program, position or purpose of any person or organization. Where an outside group is using library space, promotional and other materials should not imply HPL sponsoring the event unless jointly agreed to at the time of the booking.

Observation: To ensure meetings do not violate Library policies, HPL reserves the right to observe in person any meeting or event held in its facilities.

Declining Room Bookings: The Library reserves the right to decline bookings that could negatively impact library operations or stress library resources. The Library reserves the right to cancel bookings when this policy is violated or in special circumstances. Library operational needs and strategic priorities change over time. Past approval for bookings, whether rental or free, should not be assumed to be an ongoing commitment from HPL. Library staff are required to regularly review priorities. When arrangements are required to change, the Library is committed to giving advanced notice.

Violations of Policy: Violation of the policy could lead to cancellation of events and a future prohibition on room or space booking. Groups will be held financially responsible for any violations.

Charges & Cancellations: Payment is due in full at the time of booking. Two (2) weeks’ (10 business days) written notice is required to cancel a room booking. A full refund will be provided if appropriate notice is given.

Special Circumstances

The following may be allowed in special circumstances subject to the written authorization of the Chief Librarian/CEO:

The Hamilton Public Library has a responsibility to ensure the use of its spaces serve to advance Library and community priorities. The following restrictions exist on the use of Library spaces:

Illegal Activity: The Library will not knowingly permit any individual or group to use its facilities in contravention of Canadian federal or provincial law.

Discrimination: The Library will not allow events or meetings where attendance is limited on the basis of race, colour, religion, gender, age, sexual orientation, mental or physical disability as defined by the Human Rights Code, Constitution Act, Canadian Charter of Rights and Freedom.

Attendance that exceeds the posted room capacities is not allowed.

Charging an entry/program fee to attend a program/event is not allowed unless discussed and arranged in advance with the Library.

Private social functions are not allowed.

Partisan political events are not allowed.

Cooking food is not allowed.

Fundraising or gambling is not allowed.

Sales Promotion: Events promoting the purchase of specific brands/products/service are not allowed. General consumer education is not included in this category. Presenters may share business cards but over promotion is prohibited.

Alcoholic Beverages: Requests for alcohol consumption at programs/events will be considered on an individual basis. An appropriate permit along with Smart Serve servers is required. A copy of the permit/license must be provided in advance of the event. Game Day insurance of $5 million in coverage is required. Please contact communications@hpl.ca[5] for details.